Desktop Sync is recommended for use only by teachers and other staff members in schools, not by students.

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1 Installation & Configuration Instructions Desktop Sync These instructions are aimed at schools using RM EasyMail Plus. The instructions tell you how to install and configure Desktop Sync, an EasyMail Plus add-on which enables you to synchronise your EasyMail Plus Contacts and Calendar with Microsoft Outlook or Outlook Express. Desktop Sync is recommended for use only by teachers and other staff members in schools, not by students. You can independently configure Outlook to receive your EasyMail Plus s. This is described in a separate guide: How to configure Microsoft Outlook to receive RM EasyMail Plus s.

2 Introduction Desktop Sync enables you to view and update your EasyMail Plus contacts and/or calendar in Microsoft Outlook, or your contacts only using Outlook Express. You can independently configure either Outlook or Outlook Express to retrieve your EasyMail Plus s; this does not require Desktop Sync. To install and configure Desktop Sync, you need to follow these steps: 1. Configure Outlook or Outlook Express to retrieve your EasyMail Plus s. 2. Download and install the Desktop Sync software on your computer. 3. If you are using Outlook to synchronise your EasyMail Plus calendar, configure Outlook so that you can see the availability of other users, and other users can see your own availability. These steps are described in detail below. Important notes: Desktop Sync will only work if the optional SyncML module is enabled on the EasyMail Plus server. If you do not already have a licence for the SyncML module, you can visit the EasyMail Plus pages on our website to purchase a licence for a specified number of users: For Desktop Sync to work, you may need to request that your network administrator permits connections to EasyMail servers via the network ports specified at the end of these instructions. We recommend that you use a dedicated Outlook account to connect to EasyMail Plus. If you try to use this same account to connect to a Microsoft Exchange server, or any other mail server, you may experience synchronisation problems. Whenever you upgrade Outlook, or reinstall it, you will need to remove, reinstall and reconfigure Desktop Sync as well. You can use Desktop Sync with Outlook versions 2003, 2007 or 2010 or with Outlook Express. Step 1: Configure Outlook or Outlook Express to receive your EasyMail Plus s If you are already using Outlook to receive your EasyMail Plus s, you can skip this step. Page 2 of 13

3 If you have not yet configured Outlook, follow the instructions in the following article in the Knowledge Library on RM Support Online: DWN : How to configure Outlook & Outlook Express to receive EasyMail Plus s Note: We advise that you create a dedicated Outlook account to connect to EasyMail Plus. Though it is possible to connect the same account to multiple servers, for example an EasyMail Plus server and a Microsoft Exchange server, you may experience synchronisation problems. Step 2: Download and install Desktop Sync on your computer Note: You need local administrator rights on your computer in order to download and install Desktop Sync. 1. Go to RM Support Online at and click the Knowledge Library tab. 2. In the Search field, enter the article number DWN then click Search. 3. Download the Desktop Sync software, which is made available as a.zip file called Desktop Sync Tool Installer.zip. 4. Unzip the download file to extract the file Desktop Sync Tool Installer.exe into a folder of your choice. 5. In Windows Explorer, double-click the Desktop Sync Tool Installer.exe file to run it. The following screen displays: Page 3 of 13

4 6. Click Next to continue. 7. Optionally, click Browse to select an installation folder then click Next, or simply click Next to accept the default folder. The installation commences. 8. When the installation completes, a confirmation screen displays: Page 4 of 13

5 9. Leave the tickbox on this screen ticked and click Finish. After a few moments, Desktop Sync opens, and you can configure it. You will see the above screen if you select Microsoft Outlook from the drop-down menu. This enables you to select either or both of Contacts and Calendar for synchronisation. If you select Microsoft Outlook Express from the drop-down menu, you will see the following screen. This enables you to synchronise Contacts only. Page 5 of 13

6 10. To configure the server settings click Settings and then the Server tab. 11. The Server and Port should already be set. If not, enter them as shown on the screen above. Do not tick the Use a Secure Connection box. Enter your full EasyMail Plus address (for example jamesb@my .net) and your password, then click OK. Tick the Save Password box if you do not want to be prompted to enter your password every time you synchronise. 12. In your establishment, you might need to click Advanced Settings and set up a proxy server ask your network administrator for guidance on this. Page 6 of 13

7 13. You might also want to click the Conflict Resolution tab and choose how you want to handle conflicts between your Outlook and EasyMail Plus contacts and calendars. 14. On this screen Desktop means Outlook (or Outlook Express) and Server means EasyMail Plus. Duplicate the information on both means that you want to duplicate conflicting information in both your EasyMail Plus and Outlook calendars. Page 7 of 13

8 15. By default, synchronisation is manual. To synchronise now, click OK to save your settings and go back to the RM Desktop Sync Tool for EasyMail Plus screen. 16. Click Sync Now to synchronise. At any time in the future, you can click the Synchronise button in the Outlook toolbar to return to this screen and synchronise manually (or modify your settings). 17. Alternatively, you can configure Desktop Sync to synchronise automatically at specified intervals. To do this, click the General tab on the Settings screen. Page 8 of 13

9 18. Set the required synchronisation options then click OK. That completes installation and configuration of Desktop Sync. You now need to configure Outlook or Outlook Express. Step 3 Set up Outlook to send and see free/busy availability In order that you can see the availability of other EasyMail Plus users when creating events in your Outlook calendar, and to let other users see your own availability, you need to configure Outlook as follows. How to configure free/busy availability in Outlook 2003 or In Outlook 2003 or 2007, click Tools, Options. 2. Click Calendar Options. Page 9 of 13

10 3. Click Free/Busy Options. 4. By default, free/busy information is synchronised every minute, but it is not necessary to synchronise so frequently, which causes an unnecessary load on your computer and the server. We suggest that that you set the Update free/busy information time to at least 10 minutes. To enable other users to see your own availability, tick Publish at my location and in the text box enter the following URL: Substitute with your EasyMail Plus address. Note that you must add.vfb at the end. Page 10 of 13

11 To enable yourself to see the availability of other users, enter the following URL in the Search location box: Note that you must enter the URL exactly as above, including Outlook will automatically substitute your address. 5. Click OK. That completes setup of Desktop Sync and retrieval of your EasyMail Plus s in Outlook. How to configure free/busy availability in Outlook In Outlook 2010, click File, Options, Calendar. 2. Click Free/Busy Options. Page 11 of 13

12 3. By default, free/busy information is synchronised every minute, but it is not necessary to synchronise so frequently, which causes an unnecessary load on your computer and the server. We suggest that that you set the Update free/busy information time to at least 10 minutes. To enable other users to see your own availability, tick Publish at my location and in the text box enter the following URL: Substitute with your EasyMail Plus address. Note that you must add.vfb at the end. To enable yourself to see the availability of other users, enter the following URL in the Search location box: Note that you must enter the URL exactly as above, including Outlook will automatically substitute your address. 4. Click OK. That completes setup of Desktop Sync and retrieval of your EasyMail Plus s in Outlook. Page 12 of 13

13 Server names and ports Installation and Configuration Instructions: Desktop Sync The following information may be required by your network administrator to enable Outlook to communicate with EasyMail Plus. Service Calendar and contacts synchronisation Free/busy checks calendar Server address and port syncml.easymail.ifl.net:9080 ical.easymail.ifl.net:5229 October 2010 RM 2010 Page 13 of 13